APPENDIX

The policy sets forth high-level Auxiliary Enterprises and Other Activities roles and responsibilities for the Chancellor's Office and the Institutions.

.110 POLICY RATIONALE

OUS seeks to ensure that the high-level roles and responsibilities of the Chancellor's Office and the Institutions related to Auxiliary Enterprises and Other Activities are documented, communicated, and clearly understood and applied.

Approved by the Budget and Finance Committee of the Board on 2/15/02 as part of the Fiscal Accountability Framework Final Report. The effective date of the policy is 3/1/02.

.140 KNOWLEDGE OF THIS POLICY

All Chancellor's Office and institutional personnel with responsibilities for self-liquidating activities (e.g., auxiliary enterprises and service departments) should be knowledgeable of this policy.

.150 DEFINITIONS

None.

.160 HIGH LEVEL ROLES AND RESPONSIBILITIES

A. CHANCELLOR'S OFFICE

High level roles

High level responsibilities

Telecomm

Billing

Exclusively performs the billing function for all eight entities within the System and OHSU.

Computer Services

Aggregate Reporting

Performs aggregate reporting for the System related to Computer Services; this includes providing both raw data and formal reports to the State and Federal Governments, as well as to vendors, auditors, higher education associations and the general public.

Banner Modifier

Writes and maintains System-wide modifications to the Banner products.

5th Site Management

Manages the 5th site, which is a service center for the CO, EOU, WOU, SOU, and OIT.

HR/FIS Database Maintenance

Maintains an institution specific HR/FIS database for the 5th site, and has a staff that performs service related to the financial and human resources systems for each of the involved entities.

SIS Database Host

Hosts the SIS database for each of the regional institutions (EOU will join this configuration next year).

Banner Consultant

Is available to provide consulting services regarding SIS and Financial Aid Banner products to all institutions.

Housing/Dining

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment transfers, as well as manages risk and insurance issues.

Other Food Services

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment reserve transfers, as well as manages risk and insurance issues.

Student Centers

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment reserve transfers, as well as manages risk and insurance issues.

Health Services

Insurance Acquisition

The risk management department coordinates the acquisition of student insurance.

Parking

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment reserve transfers, as well as manages risk and insurance issues.

Bookstores

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment reserve transfers, as well as manages risk and insurance issues.

Other Rentals

Bond Coordinator

Performs coordination and counsel on bonds, private use issues.

Other Auxiliaries

N/A

The CO does not have a primary role in this process other than its standard role in procurement, which is somewhat limited.

Athletics

Miscellaneous Administration

Performs bond sales, debt service administration, and building and equipment reserve transfers, as well as manages risk and insurance issues (note: PSU is an exception in this regard, as they rent their athletic facilities).

B. INSTITUTION

High level roles

High level responsibilities

Telecomm

Purchasing and Management of Contracts for Goods & Services

Equipment purchases and contracting with telecomm vendors are managed by a tight consortium, comprised of members from each of the entities and OHSU.

Service Center Maintenance

Telecomm service centers are maintained by each of the institutions; telecomm service for the CO is performed by the host institution (either UO or OSU).

Computer Services

Banner System Management

The larger institutions (UO, OSU, and PSU) each maintain a database and staff for the student, financial aid, financial, and HR systems. They also have technical support at the departmental level. The regional institutions (OIT, SOU, EOU, and WOU) have their own staff to maintain their SIS and financial aid products on a daily basis, but not their financial product.

Housing/Dining

Room and Board Management

All institutions have contact with CO regarding debt service; contact is either direct or through Student Affairs. All institutions participate in Chief Housing Officers Group meetings, which are attended by CO representatives as necessary.

PSU contracts this service function to a third party.

Other Food Services

Other Food Service Management

Conference housing and meal rates are set by each institution, who in turn file a copy of these internally-approved rates with the CO. PSU and EOU both contract this service function to a third party.

Student Centers

Student Center Management

All institutions have direct contact with the CO regarding student center capital projects. Incidental student fees are submitted to the CO for approval by the Board.

Health Services

Health Services Management

Health service fees are submitted to the CO for approval by the Board.

Parking

Parking Management

All institutions have parking departments; however, no information sharing among the institutions occurs. The larger institutions (UO, OSU, and PSU) also deal with county/city Transit authorities.

The reporting for the parking department at EOU, OSU, and UO is through the VP for Finance/Administration, at WOU the VP Student Affairs, at SOU, PSU, and OIT the Director of Business Services.

Bookstores

Bookstore Management

At the regional institutions, the university operates the bookstore. OSU, UO, and PSU contract the bookstore management to a third party. At EOU, WOU, and OIT the reporting flows through the VP Finance/Administration and Business Services; at SOU the reporting flows through the VP of Student Affairs.

All institutions have other auxiliaries which may include: motor pool, printing, A/V tech equipment, student activities/clubs, and international programs.

Athletics

Athletic Reporting and Fund Management

The reporting structure for athletics at EOU and SOU is through the VP Student Affairs, at OIT through the VP Finance/Administration, and at OSU, PSU, UO, and WOU through the President. Funding at all institutions come from ticket sales, various sponsors and marketing programs, lottery funds, student incidental fees (to finance student admissions), and general funds (tuition-based funds only).

.690 CONTACT INFORMATION

Direct questions about this policy to the following offices:

Subject

Contact

General questions from institutional personnel

Institution Office of Business Affairs

General questions from institutional central administration and Chancellor's Office personnel